Job description

School of Dentistry seeks an organized person to provide administrative support to the Section of Endodontics. This is a full time position and will be working with the Chair, the Postdoctoral Director, full-time and part-time faculty members, lecturers, postdoctoral residents, ACT and preceptor students, and dental students. The appointment will be 100% for the Section Administrative activities. The position will help expedite administrative and teaching related requirements for Predoc and Postdoc Endodontic programs, administering student records and supervising work study and temporary help. The position will prioritize and organize ongoing Section projects such as predoc and postdoc program schedules, grades and scheduling of faculty. The position will be primarily responsible for preparing faculty dossiers for full-time and part-time faculty members, and preparation of appointment packets for new faculty recruitment. Prepare necessary paperwork for the appointment and reappointment of faculty for Chair's review and signature.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

27
Records

Qualifications

Required/Preferred

Skill in working independently, prioritizing and following through on task.

Required

Interpersonal skills to work with staff, faculty, students and interface with other departments.

Required

Skill in proofreading written materials and editing for correct spelling, punctuation and grammar.

Required

Typing skills to quickly and accurately prepare manuscripts, papers, correspondence, and other University documents.

Required

General knowledge of the UCLA Academic Personnel Policies.

Preferred

Skill in writing grammatically correct routine business correspondence such as memoranda to students, departments and other University personnel and routine letters.

Required

Ability to speak on a one-to-one basis to explain degree requirements and academic programs.

Preferred

Ability to perform duties under pressure of many interruptions in a walk-in office with additional telephone interruptions and seasonal heavy workloads.

Required

Ability to understand and interpret policies.

Required

Skill in coordinating the necessary steps for implementing a new course.

Required

Detailed knowledge of University and School rules and regulations as applied to graduates and general requirements for degrees and admission at the graduate level.

Preferred

Knowledge of electronic library resources and ability to obtain articles as requested.

Required

Demonstrated experience using a Macintosh or PC to perform word processing projects and the ability to learn new software programs, as needed.

Required

Communication skills to provide accurate and concise information on the various programs and facilitate flow of information between faculty, students and staff.

Required

Skill in performing basic bookkeeping transactions, reconciling expenses, projecting expense trends especially in regards to section's contracts and grants.

Preferred

Working knowledge of University accounting forms and procedures.

Preferred

Ability to train and supervise work study help to maximize work completed and maintain accuracy.

Preferred

Ability to be punctual, maintain a consistent work schedule and report to work as scheduled.

Required

Demonstrated knowledge of what constitutes confidential information and skill in maintaining confidentiality (HIPAA) with regard to sensitive patient, faculty, resident, student and staff information and files.

Required

Demonstrated skill in using electronic and legacy scheduling and patient record management systems and processes.

Required

Demonstrated organizational skill to enforce clinic policies by following established policies and procedures.

Required

Working knowledge of current dental terminology, materials, equipment and procedures related to dentistry so as to respond to student, patient and faculty requests.

Required

Spanish verbal skills to communicate with patients and translate for residents, faculty and staff.

Preferred

Skill in recognizing an emergency situation and taking appropriate action.

Required

Skill in performing a number of dissimilar tasks and flexibility in altering daily task performance depending on workload.

Required

Commitment to maintain open lines of communication with Supervisor and Chair to ensure that all are kept apprised of clinic issues and/or concerns.

Required

Analytical skills and focus to identify patient payments that may have been applied to the incorrect clinic and/or account.

Required

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
02-28-2023

External Posting Date:

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